Design Sprint
Help medical case
managers import multiple patient data via CSVs.
1 Product Designer
Design Sprint for 1 week
Figma
Ayva is a medical software that optimizes communication and preparation for patients going through the orthopedic surgery process. Ayva also helps optimize the case manager experience as well with technology that makes it easier to track progress and effectively communicate with all of their current patients.
In the Ayva software there currently was no way for case managers to import multiple patients at once into their specific case manager portal. The only current way to add new patients is one by one through the "New Patient" creation feature which can be very tedious for an already stressed case manager who needed to add bulk amounts of patients at once.
To create an import feature easily accessible and fits well within the current information architecture for the Ayva application. The import feature would let case managers import multiple patients and necessary medical information at once via a .CSV document uploader. Case managers could then easily upload an excel or google forms document with all different patients names and attributes correctly into the system all at the same time. The ask for this feature was on a short timeline so it was decided to perform a design sprint to quickly ideate and test this new feature.
During the first two days, initial research was conducted on UX best practices for creating a CSV/general document import. Some factors that were noted for developing this feature were things like proper hierarchy of alerts when importing document progress as well a feedback system to validate import success and failures. During the research period there was also an open dialogue with team and stakeholders involved in Ayva to properly identify case managers needs and how to best incorporate this feature within the Ortho ecosystem so it would be easy for them to find and use.
Establishing these assumptions ahead of time helped give overall context as well as a general direction for the design sprint.
Assumptions were as follows:
There was an analysis of the current process case managers have to go through currently to upload patient data. In it they would start at the home console screen then by clicking on the main menu kebab be navigated to the New Patient section where user could input patients details like names, phone numbers, Surgeon names, and MRN numbers.
These 3 screens also gave a good overview of the basic information/screen flow a case manager would go through to access a side feature away from their base "console" page. The idea was to follow this same process but for the import feature and not break the case managers' mental model for accessing non-console related features. Analyzing this flow also helped pinpoint the pre-established UI/UX that would be worked into the new feature.
The persona was the medical case manager since they would be the ones doing the initial inputing and management of the patients within the Ayva application. A key consideration when it came to the design was that medical case managers already deal with a very high cognitive load during their day to day work. A lot of times they are managing a large numbers of patients all at one time while at the same time dealing with all the stress that comes with the medical field. So with this in mind the feature needed to already fit well within the Ortho system and was easy to find and use even the first time around.
On day 2 of the sprint before the initial sketching period this wire flow was created to outline the basic process the case manager would be going through to import a CSV. This helped put in perspective the overall order of the screens as well as all the specific features and coordination that would have to be addressed in sketching and prototyping.
On day 2-3 a round of sketching was performed, first a crazy 8 sketching method to visually brainstorm as many ideations of the key import patient screen. The ideation chosen and elaborated on in the following sketches utilized a table system to manage imported patients as well as a publish action which was noted in other features of Ayva.
Other features outlined in the sketched showcase an added alert system to communicate to case managers if key information is missing. As well as feature that would allow them to filter and search a large pool of imported patients.
On day 4 and 5 of the sprint there was an intensive push to create a working prototype using the sketches as a loose guide for the wireframes that were next styled using the Ayva UI design library. Once the final working prototype was created it was then tested with fellow colleagues and stakeholders for feedback to be implemented in a later version.
The first key screen shows the import landing page the case manager would use to begin importing patients. Other key features are addressed in the diagram below.
Big things that have ben accounted for in the last screens is the context of the upload is always reflected within a status bar and once fully uploaded the case manager would receive either a success or failure LLM with the ability to reupload. Also once uploaded the table in the pane below reflected all patient data imported from the CSV file.
The final prototype goes through a key scenarios that showcase all the features for importing and managing multiple patient's information via a CSV.
Confirmed Assumptions: The prototype created overall fit well within the design system and feedback from team and stakeholder was well received and meet the time and expectations set for the sprint.
Challenged Assumptions: Although the fully working prototype was complete on time frame there was still a few more rounds of revisions needed to rework the filtering and placement of the progress bar. So maybe 5 days was not an adequate enough time line to allow for revisions.
Lessons Learned: One big lesson learned was figuring out how to include different parties and opinions in the overall design process. Including other is a great way to speed up the overall process and weed out issues ahead of time instead of on the back end of things.
Next Steps: For next steps I would like to recruit actual case managers to go through this feature to test if this is something they would actually use and are actively needing within their profession.
